Corrective Action Plans

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Corrective Action Plan In Response to Single Audit Findings for September 30, 2024 Primary Contact Persons: Nachama Wilker, Interim Executive Director, nachamaw@drwa. org and Justin Gifford and Fiscal & Operations Monitor justing@dr-wa.orgFinding 2024-002: Significant deficiency in internal controls...
Corrective Action Plan In Response to Single Audit Findings for September 30, 2024 Primary Contact Persons: Nachama Wilker, Interim Executive Director, nachamaw@drwa. org and Justin Gifford and Fiscal & Operations Monitor justing@dr-wa.orgFinding 2024-002: Significant deficiency in internal controls over compliance related to allowable costs/cost principles compliance requirements. Corrective Action: DRW will revise its internal controls across the agency and will review and revise its cost allocation documentation. Steps: 1. Review current policies, procedures, and internal control documentation. Review will include agency cost allocation method and implementation as well as program income documentation. 2. Review supporting records, level of effort and timekeeping systems to ensure proper level of documentation. 3. DRW supervisors will be trained on expectations of oversight and participate in quarterly review of financial status to ensure proper implementation. 4. DRW will implement new and timely financial reporting, including allocations to be reviewed monthly by the fiscal team, Executive Director and at least quarterly by the Board Treasurer. 5. The process will be implemented by the Fiscal Manager, Fiscal and Operations Monitor, a third-party professional services consultant and overseen by the Executive Director. Anticipated Completion: July 2025
View Audit 355886 Questioned Costs: $1
Management’s Comments/Status: Agreed. The required EIV report was run in November 2024 for the tenant move-in in October 2024. Management is currently re-training the staff to ensure that going forward all required EIV reports (move-in, recertifications, monthly, quarterly) are prepared in accordanc...
Management’s Comments/Status: Agreed. The required EIV report was run in November 2024 for the tenant move-in in October 2024. Management is currently re-training the staff to ensure that going forward all required EIV reports (move-in, recertifications, monthly, quarterly) are prepared in accordance with HUD’s requirements.
We will continue to review our procedures and implement additional controls where possible.
We will continue to review our procedures and implement additional controls where possible.
Finding 559919 (2024-001)
Significant Deficiency 2024
March 20, 2025 Cognizant or Oversight Agency for Audit Winslow Gardens respectfully submits the following corrective action plan for the year ended December 31, 2024. Name and address of independent public accounting firm: AAFCPAS, Inc. 50 Washington Street Westborough, MA 01581 Audit period: Decemb...
March 20, 2025 Cognizant or Oversight Agency for Audit Winslow Gardens respectfully submits the following corrective action plan for the year ended December 31, 2024. Name and address of independent public accounting firm: AAFCPAS, Inc. 50 Washington Street Westborough, MA 01581 Audit period: December 31, 2024 The findings from the December 31, 2024 schedule of findings and questioned costs are discussed below. The findings are numbered consistently with the numbers assigned in the schedule. FINDINGS - FINANCIAL STATEMENT AUDIT FINDINGS NONE FINDINGS-FEDERAL AWARD PROGRAMS AUDITS SIGNIFICANT DEFICIENCY U.S. Department of Housing and Urban Development 2024-001 Operating Assistance for Troubled Multifamily Housing Projects-CFDA No. 14.164. Recommendation: It is recommended that the Organization review and strengthens its internal controls and procedures to ensure timely transfers to the residual receipts account. This may include implementing additional oversight to ensure compliance with the established timelines. Action Taken: Management is in agreement with this finding. Winslow Gardens is acitvely working with HUD to determine next steps for the residual receipts and a solution to the outstanding Flex Subsidy Loan. If the grantor has questions regarding this plan, please call Joseph Durand at 401-438-7210 Ext. 111 Sincerely yours, Joseph Durand, Chief Financial Officer
Finding 559918 (2024-001)
Significant Deficiency 2024
Management Response: The Town of Chatham understands and will develop and implement comprehensive written policies and procedures in all required by the Uniform Guidance.
Management Response: The Town of Chatham understands and will develop and implement comprehensive written policies and procedures in all required by the Uniform Guidance.
2024-002 – REPORTING Auditee’s Response and Planned Corrective Action The Medford Housing Authority Fee Accountant has informed the Authority that she attempted to submit the Authority’s FDS Report in a timely manner. She further stated that she was unable to do so on December 15, 2024, as the HUD c...
2024-002 – REPORTING Auditee’s Response and Planned Corrective Action The Medford Housing Authority Fee Accountant has informed the Authority that she attempted to submit the Authority’s FDS Report in a timely manner. She further stated that she was unable to do so on December 15, 2024, as the HUD computer system was down thereby preventing her from timely submitting the report. Planned Implementation Date of Corrective Action: September 30, 2025 Person Responsible for Corrective Action: Jeffrey Driscoll, Executive Director
Management is aware and understands the importance of compliance with federal requirements and will ensure the meal counts will be properly reported in the future.
Management is aware and understands the importance of compliance with federal requirements and will ensure the meal counts will be properly reported in the future.
The district will consult with legal counsel on future capital projects requiring prevailing wage in order to ensure proper contracts and recording of wages.
The district will consult with legal counsel on future capital projects requiring prevailing wage in order to ensure proper contracts and recording of wages.
Action Taken: HEA will develop a policy and procedure for documenting time and effort for all employees funded under a federal grant that aligns with uniform guidance requirements and train supervisors on this procedure. HEA will review current grants and staffing to ensure this is put in place for ...
Action Taken: HEA will develop a policy and procedure for documenting time and effort for all employees funded under a federal grant that aligns with uniform guidance requirements and train supervisors on this procedure. HEA will review current grants and staffing to ensure this is put in place for all staff funded under a federal grant currently. Upon award of future federal grants, HEA will ensure staff funded under the grant and their supervisors are prepared to implement time and effort reporting according to the policy and procedures. The grant manager and President/CEO will be in charge of ensuring all staff funded under a federal grant are documenting time and effort according to the policy. Contact Person: Sarah Metzler, HEA President/CEO; Aliah Carolan-Silva, HEA VP of Research; Cindi Dixon, HEA Director of Finance Expected Completion Date: July 2025
Action Taken: As part of the updating of the accounting and procedures manual, a policy related to allowable costs will be included. Relevant staff will be updated on this policy. This will include a process of ensuring all staff working on a grant are aware of allowable costs and re-enforcing the p...
Action Taken: As part of the updating of the accounting and procedures manual, a policy related to allowable costs will be included. Relevant staff will be updated on this policy. This will include a process of ensuring all staff working on a grant are aware of allowable costs and re-enforcing the procedure that each cost assigned to the grant is reviewed against allowable costs by the grant manager. Payroll costs charged to the grant will be reviewed by a grant manager or leadership staff. Contact Person: Sarah Metzler, HEA President/CEO; Aliah Carolan-Silva, HEA VP of Research; Cindi Dixon, HEA Director of Finance Expected Completion Date: July 2025
Action Taken: HEA's leadership team, including our Director of Finance, will develop an updated version of our accounting and procedures manual that includes written policies related to all applicable compliance areas under Uniform Guidance. This will be a priority for the leadership team and will b...
Action Taken: HEA's leadership team, including our Director of Finance, will develop an updated version of our accounting and procedures manual that includes written policies related to all applicable compliance areas under Uniform Guidance. This will be a priority for the leadership team and will be developed by May 30, 2025 and reviewed by HEA board members by June 30, 2025. HEA's leadership team will work with staff to ensure all policies and procedures are implemented in our new fiscal year (beginning in July 2025). Contact Person: Sarah Metzler, HEA President/CEO; Aliah Carolan-Silva, HEA VP of Research; Cindi Dixon, HEA Director of Finance Expected Completion Date: July 2025
Beginning in fiscal year 2025, the District has implemented the Community Eligibility Provision (CEP) at all three of its school buildings. The CEP program is in place for four years and it will not be necessary for the District to verify income for free and reduced school lunches during that time p...
Beginning in fiscal year 2025, the District has implemented the Community Eligibility Provision (CEP) at all three of its school buildings. The CEP program is in place for four years and it will not be necessary for the District to verify income for free and reduced school lunches during that time period. If in the future the District no longer participates in CEP, control procedures will be implemented to ensure that all students selected for income verification are being correctly categorized and reported to ODEW. This will include the Cafeteria Manager reviewing the free and reduced lunch applications and forwarding any without necessary documentation to the Superintendent and Treasurer for additional verification for eligibility.
All electronic free and reduced meal applications are completed in the PaySchools system. Since PaySchools does not have a SOC1 for Ohio eligibility, all applications will be sent to a pending folder requiring the Food Service Director to review and approve the determination before providing it to t...
All electronic free and reduced meal applications are completed in the PaySchools system. Since PaySchools does not have a SOC1 for Ohio eligibility, all applications will be sent to a pending folder requiring the Food Service Director to review and approve the determination before providing it to the parents/guardians. They began this process reaching out to PaySchools 3/5/2025 and making the change to the account. Because this process started mid-year, the School District will review all of the approved applications prior to 3/31/2025 to avoid a comment in the future.
The Village Major will continue working with the consultants to update the required policies and procedures to ensure compliance during this next year.
The Village Major will continue working with the consultants to update the required policies and procedures to ensure compliance during this next year.
Finding 559881 (2024-005)
Significant Deficiency 2024
Period of Performance – Assistance Listing No. 21.027 Recommendation: We recommend the Organization enhance its internal controls in order to require the maintaining of appropriate supporting documentation to show invoices were reviewed before paid. Explanation of disagreement with audit finding: Th...
Period of Performance – Assistance Listing No. 21.027 Recommendation: We recommend the Organization enhance its internal controls in order to require the maintaining of appropriate supporting documentation to show invoices were reviewed before paid. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The Organization will review our procedures surrounding ensuring that the proper accounting period is recorded for each transaction to identify any failures in the process. Name of the contact person responsible for corrective action: Marlon Mitchell Planned completion date for corrective action plan: June 30, 2025
Finding 559880 (2024-004)
Significant Deficiency 2024
Reporting – Assistance Listing No. 21.027 Recommendation: We recommend the Organization revise its internal controls to require an independent review of financial and performance reports prior to the reports being filed. The Organization should also ensure appropriate supporting documentation is mai...
Reporting – Assistance Listing No. 21.027 Recommendation: We recommend the Organization revise its internal controls to require an independent review of financial and performance reports prior to the reports being filed. The Organization should also ensure appropriate supporting documentation is maintained which shows the person who completed the review as well as the date the review was completed. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The Organization will ensure the grant reports are reviewed by a separate individual prior to submitting to funders and document those reviews accordingly. Name of the contact person responsible for corrective action: Marlon Mitchell
Suspension and Debarment – Assistance Listing No. 21.027 Recommendation: We recommend the Organization revised its internal controls related to suspension and debarment such that they align with the requirements of the Uniform Guidance. Explanation of disagreement with audit finding: There is no dis...
Suspension and Debarment – Assistance Listing No. 21.027 Recommendation: We recommend the Organization revised its internal controls related to suspension and debarment such that they align with the requirements of the Uniform Guidance. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The Organization has added a Procurement, Suspension and Debarment policy and will continue to verify contractors as required. The Organization will improve on documentation procedures for these verifications. Name of the contact person responsible for corrective action: Marlon Mitchell Planned completion date for corrective action plan: June 30, 2025
Allowable Costs and Activities – Assistance Listing No. 21.027 Recommendation: We recommend the Organization enhance its internal controls in order to require the maintaining of appropriate supporting documentation to show the review and approval of expenses charged to grants, prior to drawing down ...
Allowable Costs and Activities – Assistance Listing No. 21.027 Recommendation: We recommend the Organization enhance its internal controls in order to require the maintaining of appropriate supporting documentation to show the review and approval of expenses charged to grants, prior to drawing down grant funds. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The Organization will continue to review all documentation and ensure proper signatures accompany the documentation going forward. Name of the contact person responsible for corrective action: Marlon Mitchell Planned completion date for corrective action plan: June 30, 2025
View Audit 355815 Questioned Costs: $1
The district will implement a dual review process prior to each fiscal year end, involving both the Treasurer and Assistant Treasurer, to ensure that all assets acquired during the fiscal year are properly identified and established within the districts’ inventory system. All assets acquired will b...
The district will implement a dual review process prior to each fiscal year end, involving both the Treasurer and Assistant Treasurer, to ensure that all assets acquired during the fiscal year are properly identified and established within the districts’ inventory system. All assets acquired will be coded in a manner that allows for an identification of the federal grant utilized to acquire. The current inventory system will be reviewed by the Treasurer and Assistant Treasurer, to ensure that existing assets purchased with federal funds are coded in a consistent manner. A physical inspection of assets acquired under ESSER and ARP ESSER will be conducted immediately, and will be placed on the departmental activity list to be performed at a minimum every two years, prior to June 30th of that year.
Annual July 1 filing of the Request for Approval for a Noncompetitive Proposal when Procuring Personnel-Based Services from a High-Performing Educational Service Center Under Ohio Revised Code 3313.843(J). This form was filed when I spoke with Adam and became aware of the oversight. The request was ...
Annual July 1 filing of the Request for Approval for a Noncompetitive Proposal when Procuring Personnel-Based Services from a High-Performing Educational Service Center Under Ohio Revised Code 3313.843(J). This form was filed when I spoke with Adam and became aware of the oversight. The request was received and accepted by DEW for the period March 31, 2025-March 30, 2026. Moving forward the form will be filed for July 1 start date:
In the future the Treasurer will ensure proper procurement methods are utilized.
In the future the Treasurer will ensure proper procurement methods are utilized.
Regarding finding number 2024-001; Management is aware that there is a lack of segregation of duties. It would not be cost effective to hire additional employees to properly segregate duties at this time. Management performs additional procedures to mitigate this risk. We do not have an anticipated ...
Regarding finding number 2024-001; Management is aware that there is a lack of segregation of duties. It would not be cost effective to hire additional employees to properly segregate duties at this time. Management performs additional procedures to mitigate this risk. We do not have an anticipated time frame for hiring additional employees to mitigate this risk. The responsible contact person regarding this significant deficiency is Charity Coffman, Vice President of Finance.
The district will obtain more information from the Ohio Purchasing Council going forward on future projects.
The district will obtain more information from the Ohio Purchasing Council going forward on future projects.
The district has reviewed the time and effort issues with the new food service director, and going forward the Treasurer will see that all time and effort sheets are signed by both the employee and supervisor.
The district has reviewed the time and effort issues with the new food service director, and going forward the Treasurer will see that all time and effort sheets are signed by both the employee and supervisor.
A. CONTRACT PERSON RESPONSIBLE FOR CORRECTIVE ACTION: THE SPECIAL SERVICES DIRECTOR. B. DESCRIPTION OF CORRECTION ACTION TO BE TAKEN: THE SPECIAL SERVICES DIRECTOR WILL OBTAIN QUOTES FOR ALL SERVICES PROVIDED ...
A. CONTRACT PERSON RESPONSIBLE FOR CORRECTIVE ACTION: THE SPECIAL SERVICES DIRECTOR. B. DESCRIPTION OF CORRECTION ACTION TO BE TAKEN: THE SPECIAL SERVICES DIRECTOR WILL OBTAIN QUOTES FOR ALL SERVICES PROVIDED TO THE SPED STUDENTS OF THE POPLARVILLE SCHOOL DISTRICT BEFORE THE BEGINNING OF EACH FISCAL YEAR. THIS PROCESS WILL BE COMPLETED ACCORDING TO THE STATE AND FEDERAL PROCUREMENT LAWS AND REGULATIONS. THIS PROCESS WILL ENSURE THAT ALL THE SERVICES PERFORMED TO STUDENTS BASED ON A COMPETITIVE SELECTION PROCESS. C. ANTICIPATED COMPLETION DATE OF CORRECTIVE ACTION: THIS PROCESS WILL BE IMPLEMENTED IMMEDIATELY.
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